#Dean's Office Operations Assistant, College of Agriculture and Bioresources

**Primary Purpose:**To provide comprehensive clerical and administrative assistance to support the effective and efficient operations of the Dean’s Office, College of Agriculture and Bioresources. The Operations Assistant provides reception services and high-level administrative support to multiple senior leaders including the Associate Dean (Academic), Associate Dean (Research and Graduate Studies), Director of Academic and Student Affairs and the Director of the Livestock and Forage Centre of Excellence.

**Nature of Work:**Reporting to the Executive Assistant, the assistant works independently and can complete all aspects of assigned duties, exercising judgement within established guidelines while effectively managing a high volume of work in a fast-paced environment with frequent interruptions, competing priorities and conflicting deadlines. Adapts established methods and practices to solve problems and discusses difficult or anomalous issues or problems with the supervisor to determine appropriate solutions. Discretion is required as the position is privy to and works with sensitive and confidential information. The incumbent understands the impact of their own work within the university context and focuses skills development on increasing this contribution.

Communicates primarily with students, faculty, staff, and visitors. Contacts emphasize customer service and the accurate exchange of technical and information. May exercise professional judgement to make recommendations for improvements to administrative processes as well as the work environment.

The ability to build and maintain positive relationships within and external to the college are critical for this role. Continuous change is the norm, and the incumbent will anticipate, influence, adapt to, and help others through change.

Typical Duties or Accountabilities:

• Serve as the first point of contact for the Dean’s Office, interacting with a diverse group of individuals including, but not limited to – students, faculty, staff, donors, alumni, external stakeholders and guests, ensuring that all communication and interactions are accurate, timely and courteous
• Ensure all confidential information and materials are dealt with in a confidential manner
• Provide high-quality, timely, accurate and pro-active administrative support for all assigned duties such as strategic management of calendars, arrangement of meetings, distribution of agendas and minutes and ensuring all appropriate parties have required material prior to meetings
• Respond to telephone, electronic, and in-person inquiries; data entry, managing office filing systems (paper and electronic); management of the college SharePoint site and listservs
• Provide committee support to the associate deans, including committees of Faculty Council such as the Undergraduate Affairs Committee, Kanawayihetaytan Askiy Undergraduate Committee, and Recruitment and Outreach Liaison Committee
• Provide confidential support for the college’s undergraduate academic misconduct hearings
• Provide support and act as a resource for the college-level Occupational Health Committee (OHC)
• Liaise with college departments, other units across campus, and external and government offices on behalf of the associate deans
• On behalf of the Associate Dean (Research and Graduate Studies), manage all aspects of annual meetings for Ministry of Agriculture Strategic Research Program (SRP) chairs, college level externally funded research chairs, and trust processes
• Arrange meetings, including booking venues and/or video conferencing in multiple formats with a variety of participants; set up and troubleshoot web conferencing tools and electronic equipment
• Financial support such as processing honoraria and expense claims, and PCard reconciliation
• Arrange all aspects of travel, itineraries, and subsequent expense claims for associate deans and college guests
• Provide event support including distribution of invitations, collecting RSVPs and monitoring registrations, space/venue booking, ordering audio visual equipment and refreshments
• Assist Donor Relations with updating and maintaining internal donor records and award files
• Assist, when required, other administrative staff to ensure the smooth flow of business operations
• Creates and maintains procedural documents and standard operating procedures
• Prepares correspondence regarding student scholarships and bursaries
• Support communication and outreach activities: i) distribute important and timely information to staff and faculty as appropriate and ii) triage tour requests
• Serve as the key custodian for the Dean’s Office, advising and assisting department offices as appropriate
• Prioritize and direct incoming mail
• Monitor and arrange for maintenance of office equipment; monitor and replenish office supplies
• Provide support for the Dean as required when the Dean’s Executive Assistant is away
• Ensure all policies, processes and procedures are documented and updated and are followed according to established standards
• Ensure the physical space presents a positive impression of the Dean’s Office
• Collaborates with and provides coverage for other operational assistants within the college
• Communicates and acts in a respectful and professional manner, collaborates effectively, abides by policy, and contributes to a positive and productive work and learning environment

**Education:**The work requires the application of knowledge and skills gained through a relevant postsecondary certificate.

**Experience:**A minimum of five years of experience, preferably in a university setting. An equivalent combination of education and experience may be considered.

Skills:

• Exercises sound judgment in decision‐making and problem‐solving to ensure priorities and deadlines are met
• Develops and maintains collaborative, professional working relationships with other administrative units, both within and external to the college, to exchange accurate information, initiate planning, coordinate projects and resolve crises
• Possesses high standards of professional integrity and proficiency
• Demonstrates effective interpersonal and communications skills ‐ both written and verbal
• Possesses effective organizational and time management skills
• Works both independently and as an effective team member
• Maintains the ability to learn new tasks in a fast‐paced environment
• Demonstrates an ability to deal effectively with multiple priorities that originate from a variety of sources while maintaining attention to detail
• Thorough in preparing and organizing information
• Expert proficiency using Microsoft Office. Good working knowledge of tools for file management, productivity, and web conferencing (such as SharePoint, Microsoft Teams, Zoom). Knowledge of University systems is an asset (Degree Works, Concur, Identity and Access Management, PAWS)
• Confidence in the ability to learn and use new technology is essential

Inquiries relating to this posting may contact Carrie.Vassilakopoulos@usask.ca

**Department:**College of Agriculture and Bioresources
**Status:**Term 9 months with the possibility of extension

**Employment Group:**CUPE 1975

**Shift:**8:30 - 4:30 M-F

**Full Time Equivalent (FTE):**1.0

**Salary:**The salary range, based on 1.0 FTE, is $28.72 - 37.60 per hour. The starting salary will be commensurate with education and experience.

**Salary Family (if applicable):**Operational Services

**Salary Phase/Band:**Phase 5

**Posted Date:**3/18/2026

**Closing Date:**4/14/2026 at 6:00 pm CST
**Number of Openings:**1
**Work Location:**On Campus

The University of Saskatchewan aspires to be what the world needs and embraces equity, diversity and inclusion as foundational to excellence and innovation. We actively seek to create a welcoming environment where all individuals feel empowered to thrive, contribute, and grow. Applications from equity-deserving groups are encouraged as part of our ongoing efforts to reflect the diversity of the communities we serve:EDI Framework for Action**.** We continue to grow our partnerships with Indigenous communities across the province, nationally, and internationally and value the unique perspective that Indigenous employees provide to strengthen these relationships. Verification of Indigenous Membership/Citizenship at the University of Saskatchewan is led and determined by thedeybwewin | taapwaywin | tapwewin: Indigenous Truth policyand the Standing Committee in accordance with the processes developed to enact the policy. Successful candidates that assert Indigenous membership/citizenship will be asked to complete the verification process of Indigenous membership/citizenship with documentation.
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